This position is responsible for operating a multi-line telephone system to answer incoming calls and directs callers to appropriate personnel. Additionally, provides general office support with a variety of clerical activities and related tasks.

Hours are Monday – Friday 8:00 am -5:00 pm

Role and Responsibilities

• Welcomes and greets all incoming visitors, determines nature of business, and announces visitors to appropriate staff.

• Receives, sorts, and routes incoming and outgoing mail on a daily basis.

• Restock supplies in lounge and restrooms throughout the day. Keeping all areas including meeting rooms, lobby and lounge areas organized and tidy.

• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate staff.

• Retrieves messages from voice mail and forwards to appropriate staff.

• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.

• Provides support and coordinates for special events at National Office including set up and break down of weekly team lunches, monthly employee celebrations, and hosted events.

• Maintains and safeguards inventory of building office supplies and equipment. Manages existing resources wisely, including cleaning supplies, equipment purchases, and contractual arrangements; adheres to established budget guidelines.

• Provides clerical support to all staff within the National Office.

• Processes all monthly vendor invoices in accordance with Finance Policies and Procedures.

• Obtain Notary Certification to notarize documents for the National Office.

• Assists with reserving and maintaining meeting rooms within National Office.

• Assist with receipt uploads for monthly credit card receipts and expense reports for Executive Leadership Team and Administrative Team.

• Monitor the check in/out of all key badges for temps, employees, and service workers at National Office, and all fleet vehicles at National Office.

• Water all indoor and potted outdoor plants on a weekly basis at National Office.

• Communicates with cleaning crew for all janitorial duties.

• Create mailing labels via UPS website and print stamps for outgoing mail.

• Performs miscellaneous duties as assigned.

Qualifications and Education Requirements

Required

• High School Diploma or equivalent, completion of vocational coursework is a plus.

• Current Florida driver’s license.

• Ability to work efficiently using personal computer, MS Word, Excel, database software, and all office equipment.

• Ability to lift up to 30 lbs for mail packages.

Other Requirements

• Must adhere to Agency Values and Principles.

• Upholds the ethical standards of the Agency and 6B-1.001 Code of Ethics of the Education Profession in Florida.

• Follows policies and procedures of the Agency

• Must be able to travel by automobile, plane, train, etc.; occasional overnight travel may be required

Preferred

• Minimum six months to one year experience in an office

Competencies

• Compassion-genuinely cares about people, concerned about the work and non-work problems of others, available to help, sympathetic to others, and demonstrates real empathy with the joys and pains of others.

• Composure-handles pressure and stress well, is not defensive or irritated during tough situations, is considered mature, does not show frustration, and is a settling influence in crisis situations

• Creativity-comes up with new and unique ideas, easily makes connections among previously unrelated notions, and tends to be original and value-added in brainstorming settings

• Customer Focus-dedicated to meeting the expectations and requirements of both internal and external customers, gets first-hand information and uses it for improvements, actions are based on customers, and establishes and maintains effective relationships with customers and gains their trust and respect

• Integrity and Trust-is widely trusted, seen as direct and truthful, does not misrepresent themselves for personal gain, keeps confidences, and admits mistakes

• Listening-practices attentive and active listening, uses patience in hearing others speak, and can accurately restate the opinions of others even if opinions differ

• Drive for Results-able to figure out the process for getting this accomplished, knows how to organize people and activities, understands how to separate and combine tasks for efficiency, can see opportunities for synergy and integrations, ability to simplify complex processes, and gets more out of fewer resources

Work Environment

The work environment characteristics can be stressful, is fast-paced and requires alertness and flexibility. The noise level is usually quiet; however, noise can accelerate to moderate and high levels.